3 CTRP Accrual Batch File Tool

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Overview

Disclaimer
Instructions
Input
Collections
Patients
Races
Accrual Count
Export
Definitions

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Sheet 1: Disclaimer

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Sheet 2: Instructions

CTRP Accruals Spreadsheet
Revision	Purpose	Date	Author
1.0	Initial draft	9/23/2012	Patrick McConnell
1.1	Changed language	10/10/2012	Patrick McConnell
1.2	Changed language	10/17/2012	Patrick McConnell
Purpose
The purpose of this Workbook is to provide an mechanism to capture accruals data to be imported into the CTRP accruals application using the Batch Import functionality. This is an alternative to entering data directly into the CTRP Accruals application using the website, generating a batch upload file directly, or using the CTRP accruals APIs. The ultimate goal of using this Workbook is to export data for import into CTRP Accruals using the Batch Import function on the CTRP Accruals website. Use of that website is outside the scope of these instructions
Entering Data
Data can be entered either through the Input Worksheet or directly into the Collections, Patients, Races, and Accrual Count Worksheets. The Input Worksheet requires that you first enter study details into the first section and then click either the Complete Trials button or Abbreviated Trials button to view the rest of the fields that are available. Then, click the Add Subject or Add Accrual button respectively. If the data is valid and entered correctly, it will be moved into the correct worksheet. If you enter data into the Collections, Patients, Races, and Accrual Count Worksheets manually, you must insure that identifiers are correctly maintained across the spreadsheets and that the data is appropriately formatted. You can click the field names on the Input Worksheet to view the definition of the field.
Exporting Data
Data is exported to a CSV file by navigating to the Export Worksheet and clicking the Export button. You will be prompted for a file name, and any existing file will be overwritten. You can only export data for Complete Trials and Abbreviated trials separately by clicking the appropriate Export button. Clicking the Clear All Data button will erase data from the Collections, Patients, Races, and Accrual Count worksheets.

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Sheet 3: Input

		Study Details
	*Study Id		Change Code
	Add Accrual
			Add Accrual

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Sheet 4: Collections

Study Id

Change Code

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Sheet 5: Patients

Study Id

Study Subject Identifier

Zip Code (if US)

Country of Residence

Patient’s Date of Birth

Gender of a Person

Ethnicity

Payment Method

Subject Registration Date

Registering Group Identifier

Study Site Identifier

Subject Disease Code

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Sheet 6: Races

Study Id

Study Subject Identifier

Race

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Sheet 7: Accrual Count

Study Id

Study Site Accrual Count

Study Site Identifier

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Sheet 8: Export

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Sheet 9: Definitions

Data Element	Definition
*Study Id	This is the unique identifier assigned to the study.
Change Code	Whether the data has not changed since the last report
*Study Subject Identifier	Unique identifier (PO ID) assigned to the institution accruing the patient to the study.
*Zip Code (if US)	The string of characters used to identify the five-digit Zone Improvement Plan (ZIP) code that represents the geographic segment that is a subunit of the ZIPcode, assigned by the U.S. Postal Service to a geographic location to facilitate mail delivery.
*Country of Residence	The name of a country from which a person or their biological family had previous residence or past ancestors. Condition: either Zip code (if U.S resident) or country (if not U.S resident) is mandatory.
*Patient’s Date of Birth	The month and year on which the person was born
*Gender of a Person	Text designations that identify gender. Gender is described as the assemblage of properties that distinguish people on the basis of their societal roles.
*Ethnicity	The text for reporting information about ethnicity based on the Office of Management and Budget (OMB) categories.
Payment Method	Text term for an entity, organization, government, corporation, health plan sponsor, or any other financial agent who pays a healthcare provider for the healthcare service rendered to a person or reimburses the cost of the healthcare service.<y.
*Subject Registration Date	Date the subject was registered for the study.<y.
Registering Group Identifier	Unique identifier (PO ID) assigned to the group that originally registered the patient for the study
*Study Site Identifier	Unique identifier (numeric or alphanumeric) assigned to the study site
*Subject Disease Code	Code that identifies a disease.< study.<y.
*Race	The text for reporting information about race based on the Office of Management and Budget (OMB) categories.<y.
*Study Site Accrual Count	Numeric count of subjects accrued at a study site to date